Useful article I found by Adaptive Business Management Systems. We've all been there. You search and search for a file in your computer that you know is there, but where? This simple instruction will help remove that wasted time.
by Adaptive Business Management Systems
This document is intended to provide instruction to all computer users on how to organize and control their local IT workspace. It is recognized that the application of good Work Place Organization within a user's PC can save significant effort and reduce operator stress. The instruction below should take you less than 20 minutes to implement.
Step # 1 SORT
Sort through and sort out:
1) Activate your local Backup process, check that this has been done correctly!!
Tip: If you don’t have a Backup procedure for your PC then fix this immediately. Your PC willgo wrong at some point!!! Make sure your Backup procedure is effective and up to date.
2) Delete all unnecessary icons, files and folders from your PC desktop
3) Delete all unnecessary folders and files from your ‘Libraries’ folder
Tip: Wave your mouse over every icon, file or folder on your computer and ask yourself:
a) Do I know what this is?
b) Do I need this?
If you answer ‘No’ to either of the above questions then delete.
Rationale: Too many unused files and folders slow you and your computer down, PC clutter makes searching for information difficult.
Step #2 SET IN ORDER:
Organize your files and folders to reduce clutter and allow for instant access.
1) Create these 5 folders in your ‘Documents’ Folder:
Tip: By placing the _underscore in front of the name of a file or folder, forces that file or folder to be displayed at the top left when ‘Auto arrange’ is switched on
2) On your Desktop create the following folders and shortcuts:
Tip: CAPITALISED folder names are faster to read. This speeds up your recognition of folders making your life quicker and easy.
3) Create an organized sub-folder structure as required.
Tip: Your PC file structure should be clear enough for a stranger to understand. File and Folder names should clearly identify ‘what it is’. Check that your naming is clear
Tip: If you need to keep older versions of documents locally, then create separate _HISTORY. Remember to remove unneeded items regularly.
Step #3 SHINE
Cleaning your PC is checking your PC for problems:
1) Clean your computer screen.
2) Clean the key board.
3) Clean all cables and ensure free from dust.
4) Clean computer main box.
Tip: A clean screen reduces glare. A dust free computer is able to keep cooler reducing the chance of a fatal error and data loss.
Step #4 STANDARDIZE
Do try and develop your file structures and methods. Share best practice with your colleges to ensure continued improvements. Hold a monthly casual coffee meeting to discuss PC optimisation.
Tip: Create a document retention guide. Set recommendations for keeping/deleting e-mails, documents and other files.
Step #5 SELF DISCIPLINE/SUSTAIN
Allocate 5 minutes a week to run through the 5s’s on your PC. A specific time should be allocated in your Outlook diary to keep your PC working environment in tip-top shape.
1) Set Outlook appointment to repeat the PC 5s tasks
2) Work with others and take the time to review your colleagues PC organisation